University of Tennessee Chattanooga

Job Description

Coordinate the implementation of the financial and contracting activities for the Department of Capital Projects (DCP) which includes the office of Design and Construction and Real Property and Space Administration, whose mission is to administer the capital improvement and real property programs for the University of Tennessee System. The position will process and report on the design and construction activities pertaining to contract information invoices, project budgets, and project expenses. The position will process invoices involving leases and real property activities. The position will review all contracts to ensure compliance with university and/or State Building Commission (SBC) policies. It will coordinate accounting information to meet the needs of University management, Controller's Office, Purchasing, Accounts Payable, various campuses and institutes, State Architect's Office, State Historical Commission, SBC, and external contracted firms located throughout the state. It will provide direction and assistance to DCP management, project managers, and administrative staff. The position will provide data analysis for capital projects as needed for DCP management and project managers.

Responsibilities

Specific duties and responsibilities include, but are not limited to, the following:

Accounting Operations:

• Coordinate processing including DASH operations for the following activities and advise management and project managers of the process steps and issues
  • Construction change orders
  • Work with the Capital Project Procurement and Contract Administrator on Construction Contracts and
  • Designer Contracts and Amendments
  • Real Property contracts and amendments
  • Payments to contractors and designers
• Prepare accounting status reports and forecast potential issues
• Develop special reports as requested for statistical analysis and management planning
• Identify and advise on improvements in contract and accounting administration
• Integrate contract and financial processes within department procedures
• Participate and contribute to process improvements team
• Establish project files and manage storage process for project and disbursement files
• Provide technical supervision to administrative staff for described functions
• Enter all contracts into the Agiloft System
• Provide requested reports from Agiloft
• Prepare the necessary project files for the contracts
• Maintain a spreadsheet consisting of expenses broken down by category for all "major" capital projects
• Ensure all capital projects have the correct category in DASH (planning, construction, closed) and the status is kept up to date
• Prepare a list of capital projects that can be closed and review with DCP Budget Director
• If a project will be closed, ensure all commitments, if any remain, will be removed in DASH

Contracts/Additional Design Services:

• Work withe Capital Project Procurement and Contract Administrator on contract preparation and review
• Transmit construction change orders for management review and make all noted changes
• Transmit the contract for all required signatures
• After contracts have been executed, enter the contract information into Agiloft and ensure a contract notice will be sent to the DCP Budget Director
• Provide the Budget Director all information needed so the Director can encumber the funds in DASH
• Monitor project activity and provide needed processing support
• Review accuracy of project information and take action to make corrections
• Establish a project file and place documents in digital and paper files
• Ensure the contracting party has provided all the required bonds and insurance information before an executed contract is distributed
• Maintain a listing of outstanding additional services to ensure all get processed
• Review the proposal for inaccuracies
• After the DCP Budget Director has reviewed the additional service proposal and made any necessary corrections to the approval letter, send the letter to the DCP Associate Vice President or Project Manager for signature and then distribute the signed letter to the designer
• Request the Budget Director make a Purchase Order for the approved additional service in DASH

Construction Change Orders:

• Review the form for proposed changes and check for accuracy
• Ensure the cost proposals were maintained in the project file and check against the list of proposals on the change order
• Send the change order to Budget Director and Associate Vice President for review and approval
• After the change order is executed, enter the information into the Agiloft system
• Provide the Budget Director the needed information to enter the Change Order into DASH
• Transmit the Change Order to the Designer
• Place the change order in digital and paper files
• Ensure the contracting party has provided all the required bonds and insurance information before an executed amendment/ change order is distributed

Process Payments to Contract Payments:

• Prepare disbursement forms for invoices
• Input invoices into DASH and advising project managers
• Distribute invoice copies and information
• Review invoices for compliance with contract terms and applicable policy
• Contact the contracting party if there are issues with the invoice and/or supporting documentation

Miscellaneous Duties:

• Prepare furniture and equipment requisitions, building number form (T-100), and various other documents
• Prepare notice of final payment
• Coordinate with DCP Budget Director if other purchase orders (besides contracts) are needed for capital projects and provide this information so the Budget Director can enter this information into DASH
• Prepare the monthly reconciliation of capital projects
• Prepare needed spreadsheets regarding furniture, furnishings, and equipment (FF&E) on capital projects (on major projects FF&E can run into millions of dollars and will involve numerous vendors)
• After a project is closed, box all documents and send to Records Management for storage. Also, ensure the department's storage spreadsheet is updated to reflect any added records
• Assist the DCP Associate Vice President and Budget Director regarding any records request from external parties

Qualifications

Bachelor’s degree and five (5)years' experience with capital project and/or real property administrative processes, contracts, and financial information processing.

Additional skills, experiences, and qualifications include:

• Knowledge of Microsoft Excel/Word, Adobe Acrobat, Agiloft (contract system), UT Marketplace (purchases), and DASH (financial)
• Organizational skills
• Ability to multi-task
• Knowledge of UT financial, purchasing, and contract processes as well as state, real property and capital project processes
• Ability to work unsupervised and prioritize work tasks
• Ability to effectively coordinate and execute multiple integrated contract and financial processes for capital projects and real property

Application Process

For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references. Review of applications will begin immediately.

Benefits and Compensation

Compensation for the position is budgeted for $28.00/hour to $31.00/hour

The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee’s benefits, visit https://hr.tennessee.edu/benefits/

About Us

The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee’s 95 counties and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.